Managing The DSE Regulations

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The Complete Guide to Mastering DSE Compliance

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Table of Contents Introduction

4

The HSE and the DSE Regulations

5

The 7 Core Requirements of the DSE Regulations

7

Provide The Necessary Training

8

Conduct Workstation Assessments

10

Remediate Reported Risks as Soon as Possible

12

Provide Equipment that s fit for purpose

13

Provide Eyesight Tests

14

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Ensure DSE Users Take Regular Breaks

15

Inform Users About The DSE Regulations

16

The Employee’s Responsibilities

17

Homeworkers

18

Benefits of Compliance

20

Compliance Checklist

22

Penalties of Non Compliance

23

Recommendations

25

DSE Management

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Introduction Inside this guide you will find the core information that is laid

out in the DSE regulations which will allow you to become compliant without the need to read the regulations cover to cover yourself (knock yourself out if you fancy it though!).

There are a number of helpful tips in this guide to help you optimise the way you carry out DSE training & assessment.

We hope you find the guide useful and informative.

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The HSE & DSE Regulations The DSE Regulations are a mandatory piece of legislation, first published in 1992 by the HSE, which states that as an employer, you must protect your workers from the health risks of working with Display Screen Equipment (DSE), such as PCs, laptops, tablets and smartphones.

Every employer who employs 5 or more people, who could

not do their work without using a computer for an hour or more a day, is legally bound to comply. The law applies to users who operate at a fixed workstation, agile workers and home workers.

The HSE are the governing body overseeing these Regulations.

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The 7 Core Requirements of the DSE Regulations 1 Inform DSE users about the DSE Regulations

2 Provide the Necessary Training

3 Conduct Workstation Assessments

4 Remediate reported risks as soon as possible.

5 Provide equipment that is fit for purpose

6 Provide Eyesight Tests for DSE Users 7 Ensure DSE users take regular breaks 7

Provide the Necessary Training Training is the first step towards DSE compliance. Every DSE user should be taken through comprehensive training, which

covers

the

entirety

of

their

workstation set up and work environment.

The aim of the training element is to ensure the DSE users are working safely with their display screen equipment and can replicate best practice to avoid repetitive strain injuries or musculo-

skeletal disorders.

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Training can be carried out by a trained DSE assessor, delivered online or in house via video, PowerPoint or other media. Face to face and online training are the most effective

ways for employers to deliver comprehensive training. The training will cover the entire workstation and best practice to

ensure safety.

NB: To obtain ‘proof of understanding’ you must provide your trainees with a series of knowledge based questions to test their understanding. This

is vital information to have if you are presented with a negligence claim. Legally the training is

void if it has not been understood.

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Conduct Workstation Assessments The workstation assessment is not

limited

to

the

immediate

workstation itself but also the

environment the DSE user is working in. The purpose of the

assessment is to evaluate the suitability of the workstation and environment of the individual and identify potential risk associated with their set up.

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Employers must ensure an assessment is carried out when: • A new workstation is set up • A new user starts work • A change is made to an existing workstation • Users complain of pain or discomfort

DSE users can easily self assess their own workstations and environments with an online training course.

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Remediate reported risks as soon as possible It is important to be responsive when an issue is

reported, often a small change to the workstation or activity can prevent MSDs or RSIs from occurring.

MSDs cause problems over time, prevention in every case is better than cure. An issue that may seem minor today could have a cumulative effect and present significant problems for any DSE users down the line.

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Provide equipment that is fit for purpose Appendix 1 of The DSE Regulations states the minimum requirements at a workstation which cover:

Display Screens

Space & Environment

Keyboards

Lighting

Mice

Heat

Chairs

Noise

Task Design

Software

The best way to ensure you are meeting these requirements is to include them in your DSE Assessments.

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Provide Eyesight Tests Employers must pay for eyesight tests for DSE users and provide them with prescription glasses if they require them specifically for DSE use.

The eyesight test should be carried out

by a trained optometrist, which is recommended every 2 years.

Long periods of DSE work can lead to:

• Tired eyes • Discomfort

• Temporary short-sightedness • Headaches

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Ensure DSE users take regular breaks Employer’s should ensure DSE users plan breaks from computer work or changes of activity, dependent on the nature of the work being carried out.

Some DSE users will have changes of activity integrated into their day naturally, in the form of

attending meetings or making phone calls.

If a DSE user has no change in activity, then planned rest breaks should be incorporated to allow the DSE user to move from their workstations.

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Inform users about the DSE Regulations Make your DSE users aware of their rights

in

regards

to

the

DSE

regulations, and what you as an employer are doing about meeting the requirements.

Also ensure they are aware that they

have the right to a free eye test and any prescription glasses that are required for their work.

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The Employee’s Responsibilities The employee also has responsibilities with regards to the DSE regulations.

They must participate in the training and work in accordance with the guidelines set out.

If

they

do

require

additional

equipment or change in activity they should report it. They must also inform

their

employer

of

any

developing or existing MSDs or RSIs. 17

Homeworkers If a DSE user is employed to work at home or at other locations away from their main base, the DSE regulations

apply – whether or not the workstation is provided in whole or in part by the employer.

For those who are working from

home occasionally temporary

basis,

or on a the

DSE

regulations do not apply, but the employer still has duty of

care responsibilities.

This means that you still need to

ensure your DSE users are working safely and responsibly.

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If your DSE users do not have a home office or formal workspace there are still actions you can take to lower their risk of developing RSIs & MSDs. Providing a

separate keyboard,

mouse and lap-top stand will significantly improve an at home

set up. DSE users should also be aware of how to set up their

workstation so it is fit for them.

Click

below

to

access

The

Homeworkers Handbook which you can distribute to your DSE users for free.

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Benefits of compliance There

are

many

benefits

beyond

legal

requirement that compliance with the DSE

regulations can give your company.

•

Reduce presenteeism and absenteeism

•

Increase productivity

•

Create a safer working environment

•

Obtain ISO 451001 Accreditation

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£554

The cost of annual sickness per employee (CIPD)

700K

The number of working days lost to MSDs in offices

£4,000

The cost of presenteeism per employee per year (Vitality)

50,000

The Number of MSDs caused by keyboard work each year (HSE)

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Recommendations Step 1: Provide DSE training. (See our courses)

Step 2: Test to prove the training has been understood.

Step 3: All Users to complete DSE assessment.

Step 4: Record results from the assessment and check for low/ med/ high risks.

Step 5: Remediate any issues that have been raised.

Step 6: Reassess after action has been taken to ensure the solution has fixed any issues raised.

Compliance Check Criteria

YES / NO

Employees are aware of the DSE regulations

DSE Training is being provided Proof of understanding can be obtained Workstations are being assessed Risks are evaluated

Issues that are reported are being remediated Re-assessments take place after interventions Homeworkers are being assessed

Equipment provided is fit for purpose 23

Penalties of Non-Compliance Compliance with the DSE regulations is required

by

law.

Therefore

non-

compliance can have severe ramifications.

If you own and drive a car you are legally obligated to tax and insure the car before you take it out on the road.

An organisation with over 5 DSE users has the same legal obligation to comply with DSE regulations.

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Improvement Notice

Payment of Bills to the HSE

These are issued when an

Organisations found to be in

inspector

breach of H&S law, will have to

believes

that

a

company is not complying with Health and Safety legislation.

There will be a timeframe given

for compliance to occur.

pay for the time it takes the HSE

to identify the breach and help you put things right.

This

includes time investigating and

taking enforcement action.

Settlement reached out of court

Prosecution

Many employers will choose to

These are legal proceedings

settle out of court if an

against someone in respect of a

employee threatens legal action

criminal charge.

to preserve the companies Prohibition Notice

reputation.

This will prevent the further use Court Awarded Costs to Litigant The employer may be liable to pay court costs to the litigant if you are prosecuted.

of

equipment,

process

or

premises either permanently or

on a temporary basis, pending suitable safety improvements.

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DSE Management At Hub 4 we offer a complete solution to managing DSE which includes:

 Rolling out the online training on your behalf

 Evidencing proof of understanding

 Analyzing the self assessments

 Remedial action by a trained ergonomist

 Monthly reports

This solution was created to ensure peace of mind that DSE users are working safety and 100% according to the DSE regulations.

Talk to us today about our DSE Management service for your Organisation Get In Touch

www.hub-4.co.uk 01822 819 786 9